DEFENSE LOGISTICS AGENCY HEADQUARTERS

 8725 JOHN J. KINGMAN ROAD

 FORT BELVOIR, VIRGINIA 22060-6221

June 02, 2020

MEMORANDUM FOR SUPPLY DISCREPANCY REPORT (SDR) PROCESS REVIEW

COMMITTEE (PRC)

SUBJECT: Approved Defense Logistics Management Standards (DLMS) Change (ADC) 1174A,

Addendum to ADC 1174 Correction of Misdirected or Incorrect Document Type Code 

Customer SDRs Submissions (SDR) 

The attached change to DLM 4000.25, Defense Logistics Management Standards is approved 

for implementation. 

Addressees may direct questions to the DoD Supply Discrepancy/Deficiency Administrator, Mr. 

Ben Breen, at email: EBSO.SDR@dla.mil. All others must contact their Component SDR PRC 

representative available at: https://www.dla.mil/HQ/InformationOperations/DLMS/allpoc/.

 TERESA W. SMITH

Director, Strategic Data Services

DLA Information Operations

Attachment

As stated

cc: 

ODASD (Logistics)
Attachement, ADC 1174A

Page 1

ADC 1174A

Addendum to ADC 1174, Correction of Misdirected or Incorrect 

Document Type Code Customer SDRs Submissions (SDR/Supply)

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION:

Technical POC: Mr. Ben Breen, DoD Supply Deficiency/Discrepancy Administrator, email: 

EBSO.SDR@DLA.MIL.

2. FUNCTIONAL AREA LOGISTICS AND TRANSACTION CHANGES: 

a. Primary/Secondary Functional Area: Supply Discrepancy Reporting/Receiving

b. Logistics and Transaction Changes (Check All That Apply): 

 Category  Category  Category

Billing Physical Inventory Contract Admin

X Discrepancies / Deficiencies MILSTRAP DoDAAD

Serialization MILSTRIP MAPAD

Small Arms/Light Weapons MRA LMARS

pRFID Disposition X DLM Publications

GFP DoD BRAC

3. REFERENCES:

a. DLM 4000.25, Defense Logistics Management Standards Manual, Volume 2, Chapter 

17, Supply Discrepancy Reporting 

b. ADC 1174, WebSDR Process Enhancements and Administrative Updates including 

SDR Reply Screen and Management Report Functionality, New/Revised Reply Codes, and 

Standardized Identification of the Submitting Customer, January 11, 2017

4. REQUESTED CHANGE(S):

a. Brief Overview of Change:

(1) This change updates current procedures to reject customer generated supply 

discrepancy reports (SDRs) submitted with the incorrect document type code or misrouted based 

on document type code. 
Attachement, ADC 1174A

Page 2

(2) Additionally, as a result of this change, WebSDR will reject SDRs incorrectly 

addressed to the DLA’s Vendor Shipment Module (VSM) RIC SD9 activity back to the 

submitting system using Reply Code 901- Transaction rejected: Discrepancy report submitted to 

wrong activity. The submitter will resubmit a new SDR addressed to the correct activity.

(3) This change increases SDR file attachment size to 15 megabyte (MB) when 

external SDR systems transmit attachments inbound to DAAS WebSDR. The total capacity will 

be 75 MB with a limit of five attachments. WebSDR file size for attachments will remain at 5

MB per attachment uploaded from the WebSDR application due to server limitations. The total 

capacity is 25 MB with a limit of five attachments.

b. Background:

(1) ADC 1174 enhanced the WebSDR reply (Transaction Set Purpose Code 11) 

input screen to allow the responding inventory control point (ICP) to update the document type 

code when incorrect on the original report, by replacing the incorrect value on the reply 

transaction. This applies primarily to SDRs submitted using Document Type Code 6 (Direct 

Vendor Delivery (DVD)) or 7 (stock shipment) incorrectly and allows the authorized action 

activity to change/correct the document type code from 6 to 7 or from 7 to 6. Otherwise, the 

SDR type code was not to be changed, and the SDR needed to be rejected and resubmitted by the 

submitting activity using the correct document type code. Component SDR systems were to be 

updated with this same capability. 

(2) Currently, when an SDR is directed to a DLA VSM RIC SD9 activity, each 

record must be forwarded manually to the DLA RIC SMS by using the SDR Reply Code 504.

(3) WebSDR currently accepts file attachments up to 5 MB per file with a five 

attachment limit. This prevents larger files from transmitting successfully across the DAAS 

exchange.

c. Requested Change in Detail:

(1) When the customer incorrectly routes a Document Type 6 (DVD) SDR to a 

DLA Distribution Center, they will reject it using Reply Code 901 Transaction rejected: 

Discrepancy report submitted to wrong activity. Resubmit to the correct action activity

(identified in remarks when known).

(2) When the shipment originated from a DLA Distribution Center and the 

customer incorrectly creates a Document Type 6 SDR and directs the SDR to the ICP for action, 

the ICP will reject SDR using Reply Code 939 Transaction rejected: Missing, invalid, or 

inappropriate discrepancy report document type code. 

(3) When the customer creates a Document Type 7 and incorrectly sends it to the 

ICP, it requires the ICP to respond using forwarding Reply Code 504 redirecting the SDR to the 

shipping depot.
Attachement, ADC 1174A

Page 3

(4) When an SDR is submitted to VSM RIC SD9, WebSDR will reject the record 

back to the submitter using Reply Code 901 Transaction rejected: Discrepancy report submitted 

to wrong activity. WebSDR will provide these comments in the narrative remarks: 

(a) SD9 is DLA’s vendor shipment module RIC and does not accept 

SDRs. Submit a new SDR to the correct action activity. 

(b) Do not submit a Correction (CO) to update the RIC, as this will be 

rejected.

(5) Increase SDR file attachment size to 15 MB when external SDR systems 

transmit attachments inbound to DAAS WebSDR. The total capacity will be 75 MB with a limit 

of five attachments. WebSDR file size for attachments will remain at 5 MB per attachment 

uploaded from the WebSDR application due to server limitations. The total capacity will be 25 

MB with a limit of five attachments.

d. Revisions to DLM 4000.25 Manuals: Update DLMS 4000.25 Volume 2, Chapter 

17, as shown in the enclosure.

5. REASON FOR CHANGE: Correctly identifying the document type code is essential for 

valid SDR metrics, correct data content, and timely SDR processing. Action activities receiving 

incorrect SDRs should not have to continue to correct submitters’ errors. 

6. ADVANTAGES AND DISADVANTAGES:

a. Advantages: 

(1) Reduces total SDR processing time.

(2) Improves identification of the correct document type data for trend analysis 

and metrics.

b. Disadvantages: None identified.

7. ADDITIONAL FUNCTIONAL REQUIREMENTS: None noted.

8. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: Components did not 

provide estimated implementation timeline. Therefore, this change may be implemented by 

components when funding and programming is available. In addition, WebSDR will implement 

changes listed above no later than December 31st, 2021.

9. ESTIMATED SAVINGS/COST AVOIDANCE ASSOCIATED WITH 

IMPLEMENTATION OF THIS CHANGE: Although no dollar amount is available, 

implementation of this DLMS change will eliminate manual or systemic redirection of 

incorrectly submitted SDRs and decrease total response time metrics.
Attachement, ADC 1174A

Page 4

10. IMPACT: 

a. New DLMS Data Elements: None

b. Changes to DLMS Data Elements: None

c. Defense Automatic Addressing System (DAAS):

(1) DAAS WebSDR will reject SDRs addressed to RIC SD9 back to the 

submitter using Reply Code 901 Transaction rejected: Discrepancy report submitted to wrong 

activity. Resubmit to the correct action activity (identified in remarks when known). 

(2) Increase the SDR file attachment size to 15 MB per file with a total allowable 

maximum of 75 MB and a limit of five attachments from external systems.

d. Non-DLM 4000.25 Series Publications: Components are responsible to update their 

respective Service-level policies and procedures.

11. PROPOSED DLMS CHANGE (PDC) 1174A RESPONSE/COMMENT 

RESOLUTION:

Component Response/Comment Disposition

1. DLA Concur with no comment. As noted. 

2. Navy Concur without comment. As noted. 

3. Air Force Concur without comment. As noted.

4. US Army Concur without comment. As noted.

5. USMC Concur without comment As noted.

6. DAAS Concur without comment As noted.

7. USTRANSCOM N/A N/A

8. GSA None N/A

9. ODASD Concur without comment. As noted.
Enclosure, ADC 1174A

Page 1

Enclosure

Update DLMS 4000.25 Volume 2, Chapter 17 as follows:

Additions are identified in red bold italics. Deletions are indicated with a strikethrough.

Preceding text not shown

C17.3.10.2.1.3. Defense Logistics Agency (DLA) Directed 

Shipments. Initial action to the DoD shipping activity. When the customer creates a 

Document Type 7 and incorrectly sends it to the ICP, it requires the ICP to 

respond using forwarding Reply Code 504, redirecting the SDR to the shipping 

distribution center. When the shipment originated from a DLA Distribution Center 

and the customer incorrectly creates a Document Type 6 SDR, and directs the 

SDR to the ICP for action, the ICP will reject SDR using Reply Code 939. Where the 

shipping activity is not known, forward the SDR to the ICP/IMM. WebSDR will provide 

an information copy to the ICP when identified on the SDR and when the SDR response 

is provided by the shipping activity. The ICP will provide additional response to the 

submitter with final resolution and providing financial action when applicable. For 

contact information for DLA action activities refer to the DLA Customer Handbook. For 

assistance contact the Customer Support - Virtual Contact Center at 

1-877-352-2255 (1-877-DLA-CALL) or DSN 661-7766 or e-mail: 

dlacontactcenter@dla.mil; or the DLA Distribution Customer Support Team at 

DDC.ISDR@dla.mil.

Intervening text not shown

C17.3.12.1.2.1. New Procurement SDRs. The action activity must 

complete shipment information applicable to direct vendor deliveries DVD, new 

procurement, etc., where incomplete or inaccurate on the original report. This includes 

identification of the vendor (by CAGE), PIID, and identifying shipment numbers. When 

procurement information is populated by EDA interface, it will not be overridden by 

subsequent entries. The submitting activity DLMS compliant applications must also

ensure that direct vendor delivery (DVD) shipments are identified by Document Type 

Code 6. on reply regardless of what the customer originally designated. However, this 

can only be accomplished by the source of supply when the source of supply is the 

designated action activity the action activity must reject it and advise the submitter to 

resubmit with the correct information. Reply transactions must be used to fulfill these 

requirements even where the submitter used an action code indicating that an SDR 

reply was not required When the customer incorrectly routes a Document Type 6 

(DVD) SDR to a DLA Distribution Center, they will reject it using Reply Code 901 

Transaction rejected: Discrepancy report submitted to wrong activity. Resubmit 

to the correct action activity (identified in remarks when known).

Intervening text not shown
Enclosure, ADC 1174A

Page 2

C17.3.20.2.6.1. SDRs may not be directed to RIC SGA (DAAS) or SD9 

(DLA Vendor Shipment Module) or identify RIC SGA RIC SD9 as the shipper. (The only 

exception is for RIC SGA on SDR replies citing Reply Code 936 (Request DoD 

WebSDR provide an information copy of the original report).) When an SDR is 

submitted to VSM RIC SD9, WebSDR will reject the record back to the submitter 

using Reply Code 901 Transaction rejected: Discrepancy report submitted to 

wrong activity. WebSDR will provide these comments in the narrative remarks: 

SD9 is DLA’s VSM RIC and does not accept SDRs. Submit a new SDR to the 

correct action activity. Do not submit a correction (CO) to update the RIC, as this 

will be rejected.

Intervening text not shown

C17.3.20.4.7.2. SDR attachments must be referenced/uploaded under 

an SDR Attachment File Name constructed in accordance with DLMS rules. Up to five 

attachments may be associated with a new SDR report and subsequent change, reply, 

request for reconsideration. 

C17.3.20.4.7.2.1. SDR file attachment size is up to 15 

megabyte (MB) when external SDR systems transmit attachments inbound to 

DAAS WebSDR. The total capacity will be 75 MB with a limit of five attachments. 

C17.3.20.4.7.2.2. WebSDR file size for attachments is a 

maximum 5 MB per attachment uploaded from the WebSDR application due to 

server limitations. The total capacity will be 25 MB with a limit of five 

attachments. 

C17.3.20.4.7.2.3. Attachment file names must follow a 

specific naming convention to allow space for WebSDR or the submitting system to 

append a date/time stamp and other information to ensure uniqueness and to associate 

the attachment with the appropriate transaction. The user-assigned portion of the file 

name may be up to ten characters and should include key words to facilitate user 

recognition. When submitted to WebSDR, the submitting system must ensure that the 

file name contains no special characters other than the underscore ( _ ). The period 

may only be used once, immediately before the file extension. WebSDR supports the 

following file types: BMP, DOC, DOCX, GIF, JPEG, JPG, PDF, TXT, XLS, and XLSX.